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Document
Evaluation Committee Rules of Conduct
Year Created: 2025
DOCUMENT
POL - Quick Guide to Purchasing (Community Development Corp 2008
- YEAR CREATED: 2008
- ENTITY TYPE: Authority: Other
- TYPE OF DOCUMENT: POL - Policies/Procedures
- Policies and Procedures
The document provides information about the Request for Information/Qualification process and purchasing procedures within an organization. It mentions that certain items such as postage, subscriptions, and utilities are paid directly through a "Payment Request." The document also highlights the requirements for managing fixed assets, including bar coding equipment exceeding $1,000 in value and maintaining it on the department's inventory. It instructs employees to notify the Purchasing Division if equipment is transferred, junked, or ready for surplus status.
Regarding office supplies, the organization has a contract with an office supply vendor, and each department has authorized personnel to order supplies online. Copy paper and envelopes are stocked in the warehouse, and a "Manual Transfer" form needs to be submitted to Purchasing to order these items.
The document provides helpful hints to expedite the purchasing process, such as ensuring requisitions are signed by the requestor and supervisor, including a valid cost code, and providing a cost estimate for services. It advises allowing enough time for the approval chain, obtaining quotes, and board approval if required. Employees are encouraged to suggest vendors and provide quotes if available to speed up the process.
Furthermore, the document emphasizes the importance of providing clear descriptions of needs to ensure accurate procurement. It provides examples of vague descriptions and advises providing specific details to avoid confusion. It also mentions the use of blanket purchase orders to avoid repetitive work and allows for quick procurement of small quantities of needed items.
The document concludes by providing contact information for the Purchasing Division staff and encourages employees to reach out for more detailed instructions and exceptions to the purchasing rules and regulations.